November Write Club Week #4: Congratulations, You Got Through the Door! How Are You Keeping it Open?

As a producer and executive in the entertainment industry for over 20 years, I’ve seen countless submissions and been in hundreds of pitch meetings - on both sides of the table.

While the landscape is constantly changing, one thing remains clear - preparation is everything. Whether you’re submitting a script, pitching a new series, or meeting a potential collaborator, your level of preparedness can make all the difference in securing a deal or moving your project forward. Even if you want it to look like you’re going off the cuff, you’re not. You’ve researched.

I’m going to share my insights into how to properly prepare for both submissions and meetings. From the essential materials you need to have on hand, to tips on navigating meetings with producers, reps, and agents, I’ve gathered some lessons I’ve learned over the years to help you put your best foot forward.

I’ll also highlight how Stage 32’s Writers’ Room can be a resource for your creative journey. Whether you need help perfecting your submission materials or practicing your pitch, you have the support you need to elevate your work and boost your confidence.

Key Materials for Submissions: What You Need to Have Ready

When you’re submitting your work, you’re not just submitting an idea—you’re presenting yourself as a professional. Whether you’re a writer, filmmaker, or content creator, how you approach the submission process tells me a lot about your level of commitment to your craft. Here are the materials I look for when reviewing submissions.

Query Letter

The query letter is often the first point of contact. If you’re not catching my attention within the first few sentences, the rest of the letter may not even get read. Your query letter should be no more than a page and must cover these basic elements:

• Introduction: Who are you, and why are you reaching out? Be concise and professional, and make sure to mention any personal connection or shared industry acquaintance upfront.
• The Pitch: This is where you grab my attention. Give me a quick, engaging summary of your project. If it’s a script, tell me about the story, genre, tone, and key characters. But keep it short and intriguing. I want to know why your project is unique and worth my time.
• Personalized Connection: If I’ve worked on projects similar to yours, or if you’ve been referred by someone I know, say so! Tailoring your query letter to me personally shows that you’ve done your research, which always makes a better impression.
• Closing: Finish with a polite request for a meeting or consideration. You don’t need to oversell it—just make it clear that you’re happy to provide further materials or discuss the project in more detail.

A well-crafted query letter demonstrates professionalism and respect for my time. By being concise, tailored, and thoughtful, you increase the likelihood that I’ll want to read more and move forward with your project. It shows you’re serious and clear about your goals.

Pitch Deck

If I’m intrigued by your query, the next thing I expect to see is your pitch deck. Think of this as your visual elevator pitch. It needs to quickly communicate what your project is about and why it’s worth producing. A pitch deck should include:

• Logline: A one- to two-sentence description that quickly encapsulates your project. Keep it punchy, and make sure it communicates the essence of the story.
• Synopsis: Expand on your logline with a brief summary of the plot. Be clear about the main story arc and character motivations.
• Visual Style: Show me the look and feel of the project. Include images, references, or mood boards that convey the tone and style of your work. This is especially important if your project has a strong visual component (e.g., animation, fantasy, or sci-fi).
• Target Audience: Who is this project for? Help me understand why this story will resonate with a specific group of viewers.
• Team: If you have key team members attached (director, writer, producer), include their bios. I want to know who I’ll be working with and why they’re the right fit for the project.
• Comparable Titles: Give me a sense of where your project fits in the current entertainment landscape. Comparing your work to other successful titles can help me visualize where your project could fit within the market.

A pitch deck is essential because it lets me quickly assess the potential of your project. A compelling pitch deck not only conveys your vision but also makes it easier for me to imagine your project in the real world—whether that’s on screen, in a network, or in a film festival. It can help me decide whether to move forward with deeper discussions or commitments.

Treatment

If I’m interested in your pitch deck, the next step is typically reviewing your treatment. This is your opportunity to go into more detail and really sell me on the depth of your project. A treatment should be around 5-20 pages, depending on the project’s complexity, and it should include:

• Story Overview: Give a detailed breakdown of the plot. This is where you’ll explain key twists, conflicts, and major plot points.
• Character Profiles: Introduce your characters in depth. Who are they, and what are their motivations? How do they evolve over the course of the story?
• Themes: What themes are you exploring, and how does the story address them? I want to know if your project has layers beyond just its plot.
• Tone and Style: Describe the mood, tone, and genre. What’s the visual style, pacing, and atmosphere? This gives me a sense of how the project will feel onscreen.
• Marketability: If applicable, it’s helpful to briefly touch on how you plan to distribute and market the project. Knowing that there’s a plan in place can make me feel more confident in taking the next steps.

The treatment allows me to see your project in its entirety, offering a clear view of your creative vision. If your treatment is well-written and captures the essence of your project in a way that excites me, it makes me much more likely to continue evaluating your work with serious interest.

The Script

You’ve made it this far and I’m still interested! I want to read the script or screenplay. This is the ultimate test. It doesn’t matter how great your pitch or treatment is—if the script doesn’t deliver, the project won’t move forward. Make sure your script is:

• Professionally formatted: This may sound basic, but it’s important. A properly formatted script demonstrates that you know the industry standard and respect the process.
• Error-free: Typos, grammar mistakes, and sloppy formatting are red flags. It’s worth investing in professional script editing to ensure that your work is as polished as possible. Yes, small errors start to add up in my mind.
• Engaging and well-written: I’ve read literally thousands of screenplays. Executives like to say they know within the first 10 pages if they will keep reading a script. An honest executive will tell you he knows within the first page if you are a capable writer. I generally know by page 5 if I am passing or not. So your script should grab me from the first page. If it’s not compelling, I won’t finish reading it. Craft well-rounded characters, crisp dialogue, and an interesting plot. There are literally thousands of hours of education on Stage 32 and the Stage 32 Writers’ Room that will give you more insights on this.

Navigating Meetings with Producers, Reps, or Agents

Getting a meeting with a producer or agent is a big win, but the meeting itself is where you really need to shine. Whether you’re meeting in person or over Zoom, how you handle that interaction can make or break your chances in a very competitive industry. Remember, before we jump into a marriage that could last years, I want to know who I am jumping into bed with. Here’s how I recommend preparing for any meeting opportunity:

Do Your Research

Before walking into any meeting, take the time to research the person you’re meeting with. Understand their background, the kinds of projects they’ve worked on, and their personal tastes. This will allow you to tailor your pitch and conversation to their interests. Yes, it is ok to be an internet stalker in this very specific instance.

• Review their past work: Take note of the films, series, or projects they’ve been involved with. If you’re pitching a drama and they’ve worked on primarily comedy, you’ll want to find a way to make the project feel relevant to their expertise. Ask them a genuine question about a choice they made for a project that you found interesting.
• Social media and industry presence: Check out their LinkedIn or Twitter profiles to see what they’re currently working on. If they’re active at industry events, attending panels, or making public statements about trends in entertainment, these are good talking points to mention.
• Look for common connections: If you share mutual friends or collaborators, bring it up! Mentioning a common connection can help build rapport and make the meeting feel more personal.

Doing a little research on the person you're meeting with shows you respect their time and want to make the most of the meeting. Knowing about their background and what they're working on can help you connect your project to their interests, which usually makes for a more interesting and productive conversation.

Practice Your Pitch

Whether your meeting is in-person or on Zoom, you should always be prepared to pitch your project. Don’t ramble—keep it tight, clear, and compelling. When practicing your pitch:

• Build rapport: Find something we both have in common, like a shared interest or experience. It’s a great way to make the conversation feel more relaxed and connected. Make me feel like we’re already on the same team.
• Then get to the point: You have a limited amount of time to grab my attention. Focus on the most exciting parts of your project and why it’s worth producing.
• Emphasize the uniqueness: What makes your project stand out? Is it the characters, the concept, or the way it speaks to current trends in society? Make sure I know why this is different from anything else I’ve seen.
• Pause, breathe, read the room: You don’t want to sound robotic - even though you have practiced the pitch a hundred times. Allow for pauses in your delivery, check for body language that indicates I am following you, and be ready to riff and pivot.
• Practice with others: It’s helpful to practice your pitch in front of friends or colleagues. Ask for feedback on whether the pitch is clear, engaging, and effective. This is where the Writer Room Pitch Practice Sessions and Pitch Tank are essential! You not only get to pitch but you get to hear others pitch. Ask yourself, what works for them and what can you emulate?

Practicing your pitch ensures that you can deliver it smoothly and confidently, without wasting time or losing focus. A well-practiced pitch not only conveys your enthusiasm but also demonstrates that you’re capable of presenting your work professionally.

Prepare Your Talking Points

In addition to your pitch, be ready to discuss the finer details. These are some of the key points I often ask about during meetings:

• The team behind the project: Who’s involved? If there are key creatives attached (director, writer, etc.), I’ll want to know about them and their experience.
• Your vision: What’s your creative vision for the project? What makes you the best person to bring this story to life?
• The market: Who is the target audience? What comparable films or shows are out there, and why is yours positioned to succeed?
• Budget and financing: If the project requires significant funding, it’s essential to have a high-level budget in mind. Be prepared to discuss how you plan to raise money or secure distribution.

Benefit: Having these talking points ready shows that you’re fully invested in the project and understand its potential. It will make you appear organized, strategic, and knowledgeable, all of which increase your credibility and make the conversation more productive.

In-Person vs. Zoom Meetings: Different Considerations

• In-person: Dress professionally and arrive on time. Body language is crucial—be mindful of your posture, eye contact, and tone. A handshake goes a long way in establishing a connection.
• Zoom: Double-check your tech setup before the meeting—nothing is worse than scrambling with sound or camera issues mid-pitch. Ensure your background is professional and free from distractions. During the meeting, look directly into the camera to simulate eye contact.

Whether in person or on Zoom, making a positive, professional first impression is crucial. Being prepared technically and presenting yourself well shows that you respect both the meeting and the person you’re meeting with, which helps create a more comfortable and productive environment.

The Stage 32 Writers' Room: A Valuable Resource

If you're looking for a place to get feedback on your work and connect with industry pros, Stage 32's Writers' Room is definitely worth checking out. It's an online space where writers and creatives can collaborate, get advice, and tap into industry insights. Here’s why it’s a great resource for preparing submissions and meetings:

Get Feedback from Industry Experts: You can share your script, pitch deck, or treatment and get feedback from experienced professionals like producers, agents, and writers. Their advice can help you tighten up your work and make sure it’s ready for submission.

Network with Other Creatives: The Writers' Room isn’t just for feedback; it’s a great way to meet other writers, producers, and potential collaborators. Building connections here can open up opportunities for future projects and meetings.

Workshops and Learning Resources: Stage 32 also offers workshops and resources to help you level up your skills. Whether it’s perfecting your pitch, improving your writing, or prepping for meetings, there are plenty of ways to learn and grow.

Joining the Stage 32 Writers' Room gives you access to a community that can help you fine-tune your work and make valuable connections in the industry. It’s a solid way to boost your confidence and get your submissions in shape.

TODAY, November 25th in the Writer's Room, our own Fearless Leader, Richard 'RB' Botto is even hosting a special Ask Me Anything event LIVE over Zoom at 4:00 pm! You can find the webcast in the Writer's Room portal HERE!

Final Thoughts

The entertainment industry is filled with competition, and everyone is vying for attention. But with the right preparation, you can set yourself apart. From having your submission materials in top shape to knowing how to navigate meetings with producers and agents, preparation is your ticket to success.

As someone who has been in this industry for over 20 years, I can tell you that the more you prepare, the more confident you’ll be, and that confidence translates into a greater likelihood of success. Always be professional, clear, and respectful of the process, and you’ll be on your way to turning your ideas into reality.

This Week's November Write Club Challenges!

For our final week of November Write Club, we're continuing this conversation about being prepared for opportunities ahead of you, whether they're submissions or meetings! By completing this week's challenges, you can set yourself up for success with your goals and be entered to win our BIG prize giveaway- 3 FREE licenses for Scrivener's incredible writing software! We'll be announcing our 3 lucky winners LIVE on Stage 32's Instagram this Friday, November 29th at 10:00 am PT!

Week Four Challenges:

• Comment on this blog below, sharing your thoughts and any questions that you have for Jason about his tips and tricks!
• Post in the Stage 32 Screenwriting Lounge sharing your TALKING POINTS! This is a perfect opportunity to practice preparing your talking points for your next meeting by sharing your creative vision for your project and what makes you the best person to bring this story to life. (You can find the lounge quickly by clicking HERE).
• Comment on at least 2 other Screenwriting Lounge posts to offer feedback and words of encouragement on your fellow writers' talking points! 

Lastly, make sure you're following @Stage32, @Stage32scripts, and @rbwalksintoabar on Instagram, X, LinkedIn, and Facebook!

Let's hear your thoughts in the comments below!

Got an idea for a post? Or have you collaborated with Stage 32 members to create a project? We'd love to hear about it. Email Ashley at blog@stage32.com and let's get your post published!

Please help support your fellow Stage 32ers by sharing this on social. Check out the social media buttons at the top to share on Instagram @stage32 , Twitter @stage32 , Facebook @stage32 , and LinkedIn @stage-32 .